Florida Theatre Conference

Florida Theatre Conference Constitution and By-Laws

Updated January 23rd, 2015

ARTICLE I: PURPOSE

The Florida Theatre Conference, Inc. is a non-profit, educational theatre organization founded in 1955 for the purpose of providing programs and services to individual and group members. Its membership is open to all theatre organizations and interested individuals in the state of Florida who may choose to participate in any of the following six divisions: Theatre for Youth, Community Theatre, Middle School Theatre, High School Theatre, DraMature and University/College Theatre. It maintains an on going relationship with Florida, regional and national theatre organizations.

ARTICLE II: MISSION STATEMENT

    The mission of the FLORIDA THEATRE CONFERENCE, INC. is as follows:

  • To support individual theatre artists and theatrical organizations
  • To celebrate the diversity of Florida Theatre
  • To nurture cooperation and communication among various theatre constituencies
  • To advance the highest possible standards of theatre
  • To encourage public appreciation of the art form

ARTICLE III: CENSORSHIP

The Florida Theatre Conference supports a policy permitting the widest possible range of dramatic material be performed at its Festival. Performing organizations are expected to exercise good taste, good judgement, and respect the values of other organizations and the audience for which it is performed. This statement must appear in the Festival program.

ARTICLE IV: MEMBERSHIP SERVICES:

The Florida Theatre Conference, Inc. provides many services for its members:

ANNUAL FESTIVAL with performances, competitions, panels, workshops, demonstrations, exhibits, distinguished speakers and business meetings.

CENTRAL OFFICE for business and communication.

PRELIMINARY SCREENING AUDITIONS for the Southeastern Theatre Conference Unified Auditions, held in the spring for college students and non-Equity professionals.

HIGH SCHOOL AUDITIONS for college and university admission.

COMMUNITY COLLEGE AUDITIONS for four year college and university admission.

SPRING MINI-CONFERENCE FOR ALL COMMUNITY THEATRES, sponsored by Florida Theatre Conference, Inc. Community Theatre Division.

FTC SCHOLARSHIPS for high school students. These scholarships are the Fran Walker Scholarship and the Vern Bryant Scholarship. These scholarships must be used for public or private colleges within the State of Florida.

PUBLICATION: FLORIDA THEATRE Information includes: Finance, Long Range Planning, Nominations, Publications, High School Auditions, Distinguished Career Awards, Membership, Archives, Scholarships, Community College Auditions, etc.

THE ARCHIVES of the Florida Theatre Conference, Inc. are housed with the Executive Director.

WEB SITE INFORMATION: WWW.FLATHEATRE.ORG

ARTICLE V: MEMBERSHIP

SECTION 1 Any person, profit or non-profit corporation, or association engaged in the promotion, development and purposes of the Corporation, and having complied with its rules and regulations, shall be eligible for membership upon application and payment of such dues as may be prescribed.

    SECTION 2 There shall be four classes of membership in the Corporation:

  • ORGANIZATIONAL MEMBER: An organizational member shall be any community, professional, theatre for youth, high school, or university/college theatre organization engaged on a community basis in any and all phases of the theatre.
  • INDIVIDUAL MEMBER: An individual member shall be a person who is actively interested in the purposes of the Corporation.
  • ASSOCIATE MEMBER: An associate member shall be any student or participant attending the annual conference of which the parent organization must be an organizational member.
  • LIFETIME MEMBER: Life membership in the Corporation is offered in lieu of individual membership to any person actively involved in theatre.

ARTICLE VI: OFFICERS

SECTION 1 The officers of the Florida Theatre Conference, Inc. shall be a President, Vice President, Secretary/Treasurer and the Past President as an ex-officio member.

SECTION 2 Officers shall be elected by a majority of votes cast at the annual meeting and shall hold office for two years or until their successors are duly elected and qualified.

SECTION 3 Officers shall be individual members in good standing of the Florida Theatre Conference, Inc. and/or shall be an organizational member.

ARTICLE VII: BOARD OF DIRECTORS

SECTION 1 The Board of Directors of the Corporation shall be composed of the President, Vice President, Secretary/Treasurer, Immediate Past President, five (5) Directors elected from the membership, State Representative to the Southeastern Theatre Conference and five (5) Division Chairs.

SECTION 2 The members of the Board of Directors except for the division Chairs and the State Representative to the Southeastern Theatre Conference shall be elected every two (2) years and shall take office immediately. A candidate for this position shall have served on the Florida Theatre Conference Board of Directors for at least one year.

SECTION 3 The Division Chairs representing Theatre for Youth Division, Community Theatre Division, Professional Theatre Division, High School Theatre Division and University/College Theatre Division shall be appointed by the President on recommendations of the appropriate Division. These officers may serve a term of two (2) years concurrent with the President who appointed or approved them.

SECTION 4 The business affairs of the Corporation shall be managed by the Board of Directors.

SECTION 5 At any scheduled meeting a quorum shall be seven (7) Board members.

SECTION 6 The Parliamentarian, may be appointed by the President, with the approval of the Board of Directors, may also be a member of the Board of Directors.

ARTICLE VIII: EXECUTIVE COMMITTEE

SECTION I The Executive Committee shall consist of the three (3) elected officers of the Corporation and the Immediate Past President who will be an ex-officio member. The Executive Committee shall act for, and have the power of the Board of Directors in the term between the Board of Directors meetings, but any action taken under this authority must be reviewed by the full Board of Directors at the next meeting.

ARTICLE IX: DUTIES OF THE OFFICERS

SECTION 1 The President shall preside at all meetings. The President may appoint a Parliamentarian. The President shall appoint all Committee Chairs, unless otherwise provided for in these By-Laws, subject to the approval of the Board of Directors. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall make an annual report to all members.

SECTION 2 The Vice President shall perform such duties as are assigned by the President and/or the Board of Directors. In the absence and/or disability of the President, the Vice President shall perform all duties of said office.

SECTION 3 The Secretary/Treasurer shall keep minutes of all meetings “and shall send copies to all members of the Board of Directors.” Copies of the minutes of the annual meeting shall be posted on the Corporation Web Site. no later than ninety (90) days following each meeting and shall be available upon request from the Executive Director. The Secretary/Treasurer shall conduct official correspondence for the Florida Theatre Conference, Inc. “and shall, upon direction of the President, issue notices of the meetings to the Board of Directors and Ex-officio members of the Board of Directors no later than two (2) weeks prior to each appointed meeting.” The Secretary/Treasurer shall be responsible for the safe keeping of the minutes of the fiscal year. The Secretary/Treasurer shall be a member of the Budget Committee and have authority to sign such documents that may be required for conducting Corporation business in the absence of the Executive Director. The Secretary/Treasurer shall see to it that the Tax Return is filed each year.

ARTICLE X: DUTIES OF THE BOARD OF DIRECTORS

SECTION 1 The Board of Directors shall have control of the affairs of the Corporation, shall attend all scheduled Board meetings, shall execute the policies and the decisions of the membership, shall actively pursue the Corporation’s objectives, and shall have sole discretion of the disbursement of funds. It may appoint subcommittees to work on specific projects.

SECTION 2 The elected Directors shall perform such duties as assigned to them by the President with the approval of the Board of Directors.

SECTION 3 The Division Chairs shall furnish leadership for the division which they represent, stimulate and develop interest in their respective areas, organize and promote the Festival for their division, submit these reports to the President, and supply news of their division to the FLORIDA THEATRE publication and the Chair of the Web Site Committee. In addition, each Division Chair will be the liaison to the corresponding division of the Southeastern Theatre Conference (SETC).

SECTION 4 Past Presidents, excepting the Immediate Past President, in good standing, shall be ex-officio members of the Board of Directors.

SECTION 5 The State Representative to the Southeastern Theatre Conference Board of Directors will attend all Florida Theatre Conference Board of Directors meetings as well as all Southeastern Theatre Conference Board of Directors meetings and report to both Boards the actions of the other.

SECTION 6 The Board of Directors shall provide such By-Laws for the conduct of the business and the carrying out of its purposes, and shall have the sole authority to amend, alter or rescind said By-Laws as set forth by the By-Laws of the Corporation.

SECTION 7 If a Board Member is absent from two (2) consecutive meetings of the Board of Directors, unless excused by the vote of the Board of Directors, said officer may be removed from the Board. The Board of Directors shall fill such vacancies by appointing or approving a successor to take office immediately and serve the balance of the unexpired term of the office vacated.

ARTICLE XI: THEATRE DIVISIONS

SECTION 1 The Division Chairs shall be appointed or approved by the President on recommendation of the Divisions. The Chairs shall be voting members of the Board of Directors.

SECTION 2 The Florida Theatre Conference, Inc. President shall be an ex-officio member of all Divisions and shall be notified in advance of all meetings.

ARTICLE XII: VACANCIES OF OFFICERS

SECTION 1 If any officer shall be unable or unwilling to perform the duties imposed by such office, the Board of Directors shall, by two-thirds vote of membership of the Board of Directors, declare the office vacant and appoint a successor to take office immediately and serve the balance of the unexpired term of the office so vacated.

SECTION 2 If an officer is absent for two (2) consecutive meetings of the Board of Directors, unless excused by the vote of the Board of Directors, said officer may be removed from the Board. The Board of Directors shall fill such vacancies by appointing or approving a successor to take office immediately and serve the balance of the unexpired term of the office so vacated..

SECTION 3 If a vacancy in the office of President arises, under the provisions in this Article or by resignation, said office shall be filled by the Vice President who shall act until the next meeting when the Board can select a President who shall fill the balance of the unexpired term.

SECTION 4 If a Past President is unavailable to serve on the Board, the President, with the approval of the Board of Directors, shall appoint someone to serve in that capacity.

ARTICLE XIII: EXECUTIVE DIRECTOR

SECTION 1 The Executive Director shall be an independent contractor of the Florida Theatre Conference, Inc.

SECTION 2 The duties of the Executive Director shall be established by the Board of Directors. See Appendix B.

ARTICLE XIV: MEETINGS

SECTION 1 The annual meeting shall be in the Fall; time and place must be decided 30 (thirty) days prior to the meeting. Election of officers shall take place every two (2) years.

SECTION 2 The Board of Directors shall meet quarterly, one of these meetings will follow the annual meeting, and/or at the call of the President or a majority vote of the Executive Committee.

SECTION 3 The Executive Committee shall meet at the call of the President and/or a majority vote of the Committee.

SECTION 4 In addition to the annual meeting, a general meeting of the membership may be called by the President and/or a majority vote of the Board of Directors.

ARTICLE XV: NOMINATIONS AND ELECTIONS

SECTION 1 Candidates for the office of President shall have served on the Board of Directors for at least one (1) year prior to being nominated for this office.

SECTION 2 The President may not serve more than three (3) consecutive two (2) year terms.

SECTION 3 Members of the Board of Directors, with the exception of the Division Chairs, shall not serve in the same office more than four (4) consecutive two (2) year terms.

SECTION 4 The person holding the position of Past President shall appoint (4) four committee members: two (2) members from the Board of Directors and (2) two from the general membership. The Committee shall correspond at least sixty (60) days prior to the annual meeting.

SECTION 5 The Nominating Committee shall prepare a slate of officers to be published and sent to all groups and individual members at least sixty (60) days prior to the meeting.

SECTION 6 Following the report of the Nominating Committee at the annual meeting, the delegates may nominate from the floor providing that prior consent has been given by the nominee.

SECTION 7 The President shall appoint a judge and two (2) tellers to serve as inspectors at the election. If there are nominations from the floor, voting shall be by secret ballot.

SECTION 8 A majority of votes cast shall constitute an election.

ARTICLE XVI: VOTING

SECTION 1 To cast a vote at the general membership meeting, a person must be an individual member, a lifetime member, or an organizational delegate in good standing of the organization. In general meetings, only members present and eligible may cast a vote.

ARTICLE XVII: FISCAL YEAR

SECTION 1 The fiscal year shall begin July 1 of each year and shall end June 30, of the following year.

ARTICLE XVIII: DUES

SECTION 1 The dues of the organization shall be established by a majority vote of the Board of Directors.

SECTION 2 Dues for membership coincide with the fiscal year and can be prorated at the discretion of the Executive Director.

ARTICLE XIX: STANDING COMMITTEES

SECTION 1 The President, with the approval of the Board of Directors, shall appoint a Chair of the following standing committees. Chairs and members may be chosen from the general membership. “The Membership Committee shall implement a plan to increase membership and shall, assisted by the Board of Directors, work to retain all members in good standing. The Chair shall keep a complete record of all members and addresses and shall compile and mail all changes to the Executive Director.”

(A) The Long Range Planning Committee shall promote the Florida Theatre Conference, Inc. It will be composed of all the Board of Directors of the Corporation. The committee is charged with developing the future goal of the Corporation.

(B) The FLORIDA THEATRE Publication Committee shall be made up of the Editor, the Webb Master and the Executive Director. The Magazine/Newsletter Editor may receive a stipend per issue.

(C) The Budget Committee shall prepare a budget of estimated receipts and disbursements for presentation and adoption at the summer Board meeting. The Secretary/Treasurer and Executive Director shall be members of this committee.

(D) The By-Law Committee shall annually review the By-Laws and make recommendations for amendments and/or revisions.

(E) The Festival Chair shall, with the approval of the Board of Directors, plan and conduct an annual Festival which will be held in conjunction with the annual meeting in the Fall. The chair of the committee shall coordinate all scheduling. The Festival Chair may receive a stipend.

(F) The Scholarship Committee shall set criteria, evaluate applications, and select recipients with the approval of the Board of Directors.

(G) The Web Site Committee shall be responsible for feeding all information to the Web Master. The Web Master may receive a stipend.

SECTION 2 Special Committees, as needed, shall be appointed by the President subject to the approval of the Board of Directors.

ARTICLE XIX: AMENDMENTS

SECTION 1 By-laws may be amended, altered, or rescinded by a majority vote of the Board of Directors at any regular meeting of the Board of Directors, or any special meeting called for such purpose. Thirty (30) days of notice of any such regular or special meeting shall be furnished in writing to members of the Board of intention to submit such amendments. Such notices shall include a summary of the amendments that are proposed.

ARTICLE XX: AUTHORITY

SECTION 1 ROBERT’S RULES OF ORDER, NEWLY REVISED shall be the parliamentary authority for all procedural matters not specifically covered by the By-Laws.

ARTICLE XXI: DISTRIBUTION OF ASSETS UPON DISSOLUTION

SECTION 1 In the event of dissolution, the Board of Directors shall distribute the residual assets of the Corporation to one or more organizations which themselves qualify under SECTION 501(c) (3) and 170 (c) (2) of the Internal Revenue Code of 1954 or corresponding SECTIONs of any prior or future law, or to the Federal, State or local government for exclusive public purpose.

SECTION 2 Notwithstanding any provision of these By-Laws, this Corporation will not engage in any other activities not permitted by (a) a corporation exempt from Federal Revenue Income Tax under SECTION 501 (c) (3) of the Internal Revenue Code of 1954 or the corresponding provision of any further US Internal Revenue law or by (b) a corporation, contributions deductible under SECTION 170 (c) (2) of the Internal Revenue Code of 1954 or any corresponding provision of any further United States revenue.

These amended By-Laws are adopted in the meeting assembled and finalized during the meeting of the Board of Directors of the Florida Theatre Conference, Inc.

Dated 2nd day of March, 2002.

By-Law Committee Donna White, Secretary/Treasure

Robert E. Ankrom, Executive Director

Amended 8-18-02

APPENDIX B

JOB DESCRIPTION OF EXECUTIVE DIRECTOR OF THE FLORIDA THEATRE CONFERENCE

    PURPOSE:

  • To establish a central point for the reception and distribution of information relevant to the Florida Theatre Conference
  • To establish a central office whereby individuals and/or organizations may:
  • be provided with information as to the purpose and functions of the Florida Theatre Conference,
  • be directed to the appropriate member of the Florida Theatre Conference Executive Board, Director and Committee Chairs,
  • obtain the assistance with the resolution of problems that may fall within the province of the Florida Theatre Conference, and
  • to fulfill other duties and responsibilities as may be directed by the Executive Board of the Florida Theatre Conference.
  • The Executive Director is to assist the Executive Board, Directors and Committee Chairs of the Florida Theatre Conference. No person currently serving on the Board of Directors may hold the position of the Executive Director.
    DUTIES:

  • The Executive Director shall maintain and keep current By-laws of the Corporation. Copies of these By-laws shall be provided, upon request, to appropriate individuals or organizations as deemed advisable by the Executive Board of the Florida Theatre Conference.
  • The Executive Director shall maintain a current mailing list for the Florida Theatre Conference. Upon request of the FLORIDA THEATRE Editor the Executive Director shall provide mailing labels and secure information for the newsletter.
      The Executive Director shall serve as coordinator and/or liaison for all Festivals presented by the Florida Theatre Conference. Duties inherent herein shall include, but not be limited to:

    • assist in the establishment of financial goals for the Festival,
    • oversee the establishment of Festival and Florida Theatre Conference budgets,
    • assist with the development of Festival program and special events,
    • assist with the identification and location of individuals that offer unique qualifications for specific programs,
    • secure venues,
    • order name tags and labels,
    • order food for festival events,
    • (h) assist with the development of the printed program, and
    • (i) do tax returns.
  • (ii) The Executive Director shall investigate insurance needs, such as, liability and bonding requirements, and present recommendations to the Executive Board of the Florida Theatre Conference.
  • (iii) The Executive Director shall coordinate all meetings of the Florida Theatre Conference with the President and the Host of the meeting. This will include the mailing of notices of the meeting and an agenda. These must be sent two (2) weeks prior to said meeting.
  • (iv) The Executive Director shall review grant possibilities and make recommendations to the Executive Board. Upon request of the Executive Board, the Executive Director shall prepare and submit the Grant application.
  • (v) The Executive Director shall assist Board members and Committee Chairs in the performance of their duties. Said assistance is to be provided upon request by the individual Chair. Examples of the type of assistance provided by the Executive Director are as follows:
  • (a) distribute minutes when received from Secretary/Treasurer,
  • (b) maintain membership records,
  • (c) keep financial records and deposit monies,
  • (d) present membership information at meetings,
  • (e) pay all bills,
  • (f) distribute Committee reports and related information to Board members,
  • (g) arrange for retreats that might be needed for the Board, and
  • (h) maintain an officers Manual.
  • The Executive Director shall attend all Board Meetings and make recommendations to the Board which may enhance and/or improve the Florida Theatre Conference and theatre in Florida. The Executive Director shall have NO vote on this Board.
  • In accordance with policies established by the Board of Directors, the following rules shall be adhered to regarding check writing:
  • items NOT on the budget will not be paid,
  • all checks over $301.00 (Three hundred and one dollars), requires two (2) signatures,
  • the Executive Director cannot borrow any monies in the name of the Corporation, and
  • (c) may sign contracts authorized by the Board.

TERM OF OFFICE

The Executive Director shall be appointed for three (3) years and will be renewable at the option of the Board of Directors of the Florida Theatre Conference.

The stipulated salary shall be decided by the Board of Directors.

The performance of the Executive Director and the value of the position to the Florida Theatre Conference shall be evaluated at one (1) year intervals by the Board of Directors. The initial evaluation to occur during January of the first year and with subsequent evaluations occurring each January thereafter. The evaluation is to be presented to the Executive Director during the month following its completion.

APPENDIX A: POLICIES AND PROCEDURES

The Florida Theatre Conference strives to make each Festival a rewarding, educational, and artistic experience for all who attend. In order to assure a quality experience for each individual, organization, group, and guest, the Board of Directors has adopted the following policy for its Festivals.

  • All groups, organizations, individuals and guests must check in at the registration desk before participating in Festival events.
  • All groups, organizations, individuals and guests must observe the rules and regulations of the conference center. Actives deemed unacceptable by the conference center or the FTC Board will result in disqualification of all Festival events and a forfeiture of all monies paid to the Festival.
  • All groups, organizations, individuals and guests must observe the laws of the host city and the State of Florida.
  • All groups, organizations, individuals, and guests of the Festival Hotels/Motels must observe Hotel/Motel regulations.
  • All monies paid to the Festival are non-refundable.
  • All groups, organizations, individuals and guests that fail to observe the policies stated above will be disqualified from all Festival events and forfeit all monies paid to the FTC Festival. Under certain circumstances, as determined by the Board of Directors of FTC, groups, organizations, individuals and guests may be disqualified from future Festivals.

The Board of Directors of the Florida Theatre Conference has enacted these policies to help ensure that the Festival continues to provide you and your organization a quality theatre experience. If you have any questions please do not hesitate to contact the Board at www.flatheatre.org.

These policies and procedures must appear in all materials sent to participants, the festival newsletter and the Festival program.

ARTICLE I: PURPOSE

The Florida Theatre Conference, Inc. is a non-profit, educational theatre organization founded in 1955 for the purpose of providing programs and services to individual and group members. Its membership is open to all theatre organizations and interested individuals in the state of Florida who may choose to participate in any of the following five divisions: Theatre for Youth, Community Theatre, Professional Theatre, High School Theatre, and University/College Theatre. It maintains an on going relationship with Florida, regional and national theatre organizations.

ARTICLE II: MISSION STATEMENT

    The mission of the FLORIDA THEATRE CONFERENCE, INC. is as follows:

  • To support individual theatre artists and theatrical organizations
  • To celebrate the diversity of Florida Theatre
  • To nurture cooperation and communication among various theatre constituencies
  • To advance the highest possible standards of theatre
  • To encourage public appreciation of the art form

ARTICLE III: CENSORSHIP

The Florida Theatre Conference supports a policy permitting the widest possible range of dramatic material be performed at its Festival. Performing organizations are expected to exercise good taste, good judgement, and respect the values of other organizations and the audience for which it is performed. This statement must appear in the Festival program.

ARTICLE IV: MEMBERSHIP SERVICES:

The Florida Theatre Conference, Inc. provides many services for its members:

ANNUAL FESTIVAL with performances, competitions, panels, workshops, demonstrations, exhibits, distinguished speakers and business meetings.

CENTRAL OFFICE for business and communication.

PRELIMINARY SCREENING AUDITIONS for the Southeastern Theatre Conference Unified Auditions, held in the spring for college students and non-Equity professionals.

HIGH SCHOOL AUDITIONS for college and university admission.

COMMUNITY COLLEGE AUDITIONS for four year college and university admission.

SPRING MINI-CONFERENCE FOR ALL COMMUNITY THEATRES, sponsored by Florida Theatre Conference, Inc. Community Theatre Division.

FTC SCHOLARSHIPS for high school students. These scholarships are the Fran Walker Scholarship and the Vern Bryant Scholarship. These scholarships must be used for public or private colleges within the State of Florida.

PUBLICATION: FLORIDA THEATRE Information includes: Finance, Long Range Planning, Nominations, Publications, High School Auditions, Distinguished Career Awards, Membership, Archives, Scholarships, Community College Auditions, etc.

THE ARCHIVES of the Florida Theatre Conference, Inc. are housed with the Executive Director.

WEB SITE INFORMATION: WWW.FLATHEATRE.ORG

ARTICLE V: MEMBERSHIP

SECTION 1 Any person, profit or non-profit corporation, or association engaged in the promotion, development and purposes of the Corporation, and having complied with its rules and regulations, shall be eligible for membership upon application and payment of such dues as may be prescribed.

    SECTION 2 There shall be four classes of membership in the Corporation:

  • ORGANIZATIONAL MEMBER: An organizational member shall be any community, professional, theatre for youth, high school, or university/college theatre organization engaged on a community basis in any and all phases of the theatre.
  • INDIVIDUAL MEMBER: An individual member shall be a person who is actively interested in the purposes of the Corporation.
  • ASSOCIATE MEMBER: An associate member shall be any student or participant attending the annual conference of which the parent organization must be an organizational member.
  • LIFETIME MEMBER: Life membership in the Corporation is offered in lieu of individual membership to any person actively involved in theatre.

ARTICLE VI: OFFICERS

SECTION 1 The officers of the Florida Theatre Conference, Inc. shall be a President, Vice President, Secretary/Treasurer and the Past President as an ex-officio member.

SECTION 2 Officers shall be elected by a majority of votes cast at the annual meeting and shall hold office for two years or until their successors are duly elected and qualified.

SECTION 3 Officers shall be individual members in good standing of the Florida Theatre Conference, Inc. and/or shall be an organizational member.

ARTICLE VII: BOARD OF DIRECTORS

SECTION 1 The Board of Directors of the Corporation shall be composed of the President, Vice President, Secretary/Treasurer, Immediate Past President, five (5) Directors elected from the membership, State Representative to the Southeastern Theatre Conference and five (5) Division Chairs.

SECTION 2 The members of the Board of Directors except for the division Chairs and the State Representative to the Southeastern Theatre Conference shall be elected every two (2) years and shall take office immediately. A candidate for this position shall have served on the Florida Theatre Conference Board of Directors for at least one year.

SECTION 3 The Division Chairs representing Theatre for Youth Division, Community Theatre Division, Professional Theatre Division, High School Theatre Division and University/College Theatre Division shall be appointed by the President on recommendations of the appropriate Division. These officers may serve a term of two (2) years concurrent with the President who appointed or approved them.

SECTION 4 The business affairs of the Corporation shall be managed by the Board of Directors.

SECTION 5 At any scheduled meeting a quorum shall be seven (7) Board members.

SECTION 6 The Parliamentarian, may be appointed by the President, with the approval of the Board of Directors, may also be a member of the Board of Directors.

ARTICLE VIII: EXECUTIVE COMMITTEE

SECTION I The Executive Committee shall consist of the three (3) elected officers of the Corporation and the Immediate Past President who will be an ex-officio member. The Executive Committee shall act for, and have the power of the Board of Directors in the term between the Board of Directors meetings, but any action taken under this authority must be reviewed by the full Board of Directors at the next meeting.

ARTICLE IX: DUTIES OF THE OFFICERS

SECTION 1 The President shall preside at all meetings. The President may appoint a Parliamentarian. The President shall appoint all Committee Chairs, unless otherwise provided for in these By-Laws, subject to the approval of the Board of Directors. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall make an annual report to all members.

SECTION 2 The Vice President shall perform such duties as are assigned by the President and/or the Board of Directors. In the absence and/or disability of the President, the Vice President shall perform all duties of said office.

SECTION 3 The Secretary/Treasurer shall keep minutes of all meetings “and shall send copies to all members of the Board of Directors.” Copies of the minutes of the annual meeting shall be posted on the Corporation Web Site. no later than ninety (90) days following each meeting and shall be available upon request from the Executive Director. The Secretary/Treasurer shall conduct official correspondence for the Florida Theatre Conference, Inc. “and shall, upon direction of the President, issue notices of the meetings to the Board of Directors and Ex-officio members of the Board of Directors no later than two (2) weeks prior to each appointed meeting.” The Secretary/Treasurer shall be responsible for the safe keeping of the minutes of the fiscal year. The Secretary/Treasurer shall be a member of the Budget Committee and have authority to sign such documents that may be required for conducting Corporation business in the absence of the Executive Director. The Secretary/Treasurer shall see to it that the Tax Return is filed each year.

ARTICLE X: DUTIES OF THE BOARD OF DIRECTORS

SECTION 1 The Board of Directors shall have control of the affairs of the Corporation, shall attend all scheduled Board meetings, shall execute the policies and the decisions of the membership, shall actively pursue the Corporation’s objectives, and shall have sole discretion of the disbursement of funds. It may appoint subcommittees to work on specific projects.

SECTION 2 The elected Directors shall perform such duties as assigned to them by the President with the approval of the Board of Directors.

SECTION 3 The Division Chairs shall furnish leadership for the division which they represent, stimulate and develop interest in their respective areas, organize and promote the Festival for their division, submit these reports to the President, and supply news of their division to the FLORIDA THEATRE publication and the Chair of the Web Site Committee. In addition, each Division Chair will be the liaison to the corresponding division of the Southeastern Theatre Conference (SETC).

SECTION 4 Past Presidents, excepting the Immediate Past President, in good standing, shall be ex-officio members of the Board of Directors.

SECTION 5 The State Representative to the Southeastern Theatre Conference Board of Directors will attend all Florida Theatre Conference Board of Directors meetings as well as all Southeastern Theatre Conference Board of Directors meetings and report to both Boards the actions of the other.

SECTION 6 The Board of Directors shall provide such By-Laws for the conduct of the business and the carrying out of its purposes, and shall have the sole authority to amend, alter or rescind said By-Laws as set forth by the By-Laws of the Corporation.

SECTION 7 If a Board Member is absent from two (2) consecutive meetings of the Board of Directors, unless excused by the vote of the Board of Directors, said officer may be removed from the Board. The Board of Directors shall fill such vacancies by appointing or approving a successor to take office immediately and serve the balance of the unexpired term of the office vacated.

ARTICLE XI: THEATRE DIVISIONS

SECTION 1 The Division Chairs shall be appointed or approved by the President on recommendation of the Divisions. The Chairs shall be voting members of the Board of Directors.

SECTION 2 The Florida Theatre Conference, Inc. President shall be an ex-officio member of all Divisions and shall be notified in advance of all meetings.

ARTICLE XII: VACANCIES OF OFFICERS

SECTION 1 If any officer shall be unable or unwilling to perform the duties imposed by such office, the Board of Directors shall, by two-thirds vote of membership of the Board of Directors, declare the office vacant and appoint a successor to take office immediately and serve the balance of the unexpired term of the office so vacated.

SECTION 2 If an officer is absent for two (2) consecutive meetings of the Board of Directors, unless excused by the vote of the Board of Directors, said officer may be removed from the Board. The Board of Directors shall fill such vacancies by appointing or approving a successor to take office immediately and serve the balance of the unexpired term of the office so vacated..

SECTION 3 If a vacancy in the office of President arises, under the provisions in this Article or by resignation, said office shall be filled by the Vice President who shall act until the next meeting when the Board can select a President who shall fill the balance of the unexpired term.

SECTION 4 If a Past President is unavailable to serve on the Board, the President, with the approval of the Board of Directors, shall appoint someone to serve in that capacity.

ARTICLE XIII: EXECUTIVE DIRECTOR

SECTION 1 The Executive Director shall be an independent contractor of the Florida Theatre Conference, Inc.

SECTION 2 The duties of the Executive Director shall be established by the Board of Directors. See Appendix B.

ARTICLE XIV: MEETINGS

SECTION 1 The annual meeting shall be in the Fall; time and place must be decided 30 (thirty) days prior to the meeting. Election of officers shall take place every two (2) years.

SECTION 2 The Board of Directors shall meet quarterly, one of these meetings will follow the annual meeting, and/or at the call of the President or a majority vote of the Executive Committee.

SECTION 3 The Executive Committee shall meet at the call of the President and/or a majority vote of the Committee.

SECTION 4 In addition to the annual meeting, a general meeting of the membership may be called by the President and/or a majority vote of the Board of Directors.

ARTICLE XV: NOMINATIONS AND ELECTIONS

SECTION 1 Candidates for the office of President shall have served on the Board of Directors for at least one (1) year prior to being nominated for this office.

SECTION 2 The President may not serve more than three (3) consecutive two (2) year terms.

SECTION 3 Members of the Board of Directors, with the exception of the Division Chairs, shall not serve in the same office more than four (4) consecutive two (2) year terms.

SECTION 4 The person holding the position of Past President shall appoint (4) four committee members: two (2) members from the Board of Directors and (2) two from the general membership. The Committee shall correspond at least sixty (60) days prior to the annual meeting.

SECTION 5 The Nominating Committee shall prepare a slate of officers to be published and sent to all groups and individual members at least sixty (60) days prior to the meeting.

SECTION 6 Following the report of the Nominating Committee at the annual meeting, the delegates may nominate from the floor providing that prior consent has been given by the nominee.

SECTION 7 The President shall appoint a judge and two (2) tellers to serve as inspectors at the election. If there are nominations from the floor, voting shall be by secret ballot.

SECTION 8 A majority of votes cast shall constitute an election.

ARTICLE XVI: VOTING

SECTION 1 To cast a vote at the general membership meeting, a person must be an individual member, a lifetime member, or an organizational delegate in good standing of the organization. In general meetings, only members present and eligible may cast a vote.

ARTICLE XVII: FISCAL YEAR

SECTION 1 The fiscal year shall begin July 1 of each year and shall end June 30, of the following year.

ARTICLE XVIII: DUES

SECTION 1 The dues of the organization shall be established by a majority vote of the Board of Directors.

SECTION 2 Dues for membership coincide with the fiscal year and can be prorated at the discretion of the Executive Director.

ARTICLE XIX: STANDING COMMITTEES

SECTION 1 The President, with the approval of the Board of Directors, shall appoint a Chair of the following standing committees. Chairs and members may be chosen from the general membership. “The Membership Committee shall implement a plan to increase membership and shall, assisted by the Board of Directors, work to retain all members in good standing. The Chair shall keep a complete record of all members and addresses and shall compile and mail all changes to the Executive Director.”

(A) The Long Range Planning Committee shall promote the Florida Theatre Conference, Inc. It will be composed of all the Board of Directors of the Corporation. The committee is charged with developing the future goal of the Corporation.

(B) The FLORIDA THEATRE Publication Committee shall be made up of the Editor, the Webb Master and the Executive Director. The Magazine/Newsletter Editor may receive a stipend per issue.

(C) The Budget Committee shall prepare a budget of estimated receipts and disbursements for presentation and adoption at the summer Board meeting. The Secretary/Treasurer and Executive Director shall be members of this committee.

(D) The By-Law Committee shall annually review the By-Laws and make recommendations for amendments and/or revisions.

(E) The Festival Chair shall, with the approval of the Board of Directors, plan and conduct an annual Festival which will be held in conjunction with the annual meeting in the Fall. The chair of the committee shall coordinate all scheduling. The Festival Chair may receive a stipend.

(F) The Scholarship Committee shall set criteria, evaluate applications, and select recipients with the approval of the Board of Directors.

(G) The Web Site Committee shall be responsible for feeding all information to the Web Master. The Web Master may receive a stipend.

SECTION 2 Special Committees, as needed, shall be appointed by the President subject to the approval of the Board of Directors.

ARTICLE XIX: AMENDMENTS

SECTION 1 By-laws may be amended, altered, or rescinded by a majority vote of the Board of Directors at any regular meeting of the Board of Directors, or any special meeting called for such purpose. Thirty (30) days of notice of any such regular or special meeting shall be furnished in writing to members of the Board of intention to submit such amendments. Such notices shall include a summary of the amendments that are proposed.

ARTICLE XX: AUTHORITY

SECTION 1 ROBERT’S RULES OF ORDER, NEWLY REVISED shall be the parliamentary authority for all procedural matters not specifically covered by the By-Laws.

ARTICLE XXI: DISTRIBUTION OF ASSETS UPON DISSOLUTION

SECTION 1 In the event of dissolution, the Board of Directors shall distribute the residual assets of the Corporation to one or more organizations which themselves qualify under SECTION 501(c) (3) and 170 (c) (2) of the Internal Revenue Code of 1954 or corresponding SECTIONs of any prior or future law, or to the Federal, State or local government for exclusive public purpose.

SECTION 2 Notwithstanding any provision of these By-Laws, this Corporation will not engage in any other activities not permitted by (a) a corporation exempt from Federal Revenue Income Tax under SECTION 501 (c) (3) of the Internal Revenue Code of 1954 or the corresponding provision of any further US Internal Revenue law or by (b) a corporation, contributions deductible under SECTION 170 (c) (2) of the Internal Revenue Code of 1954 or any corresponding provision of any further United States revenue.

These amended By-Laws are adopted in the meeting assembled and finalized during the meeting of the Board of Directors of the Florida Theatre Conference, Inc.

Dated 2nd day of March, 2002.

By-Law Committee Donna White, Secretary/Treasure

Robert E. Ankrom, Executive Director

Amended 8-18-02

APPENDIX B

JOB DESCRIPTION OF EXECUTIVE DIRECTOR OF THE FLORIDA THEATRE CONFERENCE

    PURPOSE:

  • To establish a central point for the reception and distribution of information relevant to the Florida Theatre Conference
  • To establish a central office whereby individuals and/or organizations may:
  • be provided with information as to the purpose and functions of the Florida Theatre Conference,
  • be directed to the appropriate member of the Florida Theatre Conference Executive Board, Director and Committee Chairs,
  • obtain the assistance with the resolution of problems that may fall within the province of the Florida Theatre Conference, and
  • to fulfill other duties and responsibilities as may be directed by the Executive Board of the Florida Theatre Conference.
  • The Executive Director is to assist the Executive Board, Directors and Committee Chairs of the Florida Theatre Conference. No person currently serving on the Board of Directors may hold the position of the Executive Director.
    DUTIES:

  • The Executive Director shall maintain and keep current By-laws of the Corporation. Copies of these By-laws shall be provided, upon request, to appropriate individuals or organizations as deemed advisable by the Executive Board of the Florida Theatre Conference.
  • The Executive Director shall maintain a current mailing list for the Florida Theatre Conference. Upon request of the FLORIDA THEATRE Editor the Executive Director shall provide mailing labels and secure information for the newsletter.
      The Executive Director shall serve as coordinator and/or liaison for all Festivals presented by the Florida Theatre Conference. Duties inherent herein shall include, but not be limited to:

    • assist in the establishment of financial goals for the Festival,
    • oversee the establishment of Festival and Florida Theatre Conference budgets,
    • assist with the development of Festival program and special events,
    • assist with the identification and location of individuals that offer unique qualifications for specific programs,
    • secure venues,
    • order name tags and labels,
    • order food for festival events,
    • (h) assist with the development of the printed program, and
    • (i) do tax returns.
  • (ii) The Executive Director shall investigate insurance needs, such as, liability and bonding requirements, and present recommendations to the Executive Board of the Florida Theatre Conference.
  • (iii) The Executive Director shall coordinate all meetings of the Florida Theatre Conference with the President and the Host of the meeting. This will include the mailing of notices of the meeting and an agenda. These must be sent two (2) weeks prior to said meeting.
  • (iv) The Executive Director shall review grant possibilities and make recommendations to the Executive Board. Upon request of the Executive Board, the Executive Director shall prepare and submit the Grant application.
  • (v) The Executive Director shall assist Board members and Committee Chairs in the performance of their duties. Said assistance is to be provided upon request by the individual Chair. Examples of the type of assistance provided by the Executive Director are as follows:
  • (a) distribute minutes when received from Secretary/Treasurer,
  • (b) maintain membership records,
  • (c) keep financial records and deposit monies,
  • (d) present membership information at meetings,
  • (e) pay all bills,
  • (f) distribute Committee reports and related information to Board members,
  • (g) arrange for retreats that might be needed for the Board, and
  • (h) maintain an officers Manual.
  • The Executive Director shall attend all Board Meetings and make recommendations to the Board which may enhance and/or improve the Florida Theatre Conference and theatre in Florida. The Executive Director shall have NO vote on this Board.
  • In accordance with policies established by the Board of Directors, the following rules shall be adhered to regarding check writing:
  • items NOT on the budget will not be paid,
  • all checks over $301.00 (Three hundred and one dollars), requires two (2) signatures,
  • the Executive Director cannot borrow any monies in the name of the Corporation, and
  • (c) may sign contracts authorized by the Board.

TERM OF OFFICE

The Executive Director shall be appointed for three (3) years and will be renewable at the option of the Board of Directors of the Florida Theatre Conference.

The stipulated salary shall be decided by the Board of Directors.

The performance of the Executive Director and the value of the position to the Florida Theatre Conference shall be evaluated at one (1) year intervals by the Board of Directors. The initial evaluation to occur during January of the first year and with subsequent evaluations occurring each January thereafter. The evaluation is to be presented to the Executive Director during the month following its completion.

APPENDIX A: POLICIES AND PROCEDURES

The Florida Theatre Conference strives to make each Festival a rewarding, educational, and artistic experience for all who attend. In order to assure a quality experience for each individual, organization, group, and guest, the Board of Directors has adopted the following policy for its Festivals.

  • All groups, organizations, individuals and guests must check in at the registration desk before participating in Festival events.
  • All groups, organizations, individuals and guests must observe the rules and regulations of the conference center. Actives deemed unacceptable by the conference center or the FTC Board will result in disqualification of all Festival events and a forfeiture of all monies paid to the Festival.
  • All groups, organizations, individuals and guests must observe the laws of the host city and the State of Florida.
  • All groups, organizations, individuals, and guests of the Festival Hotels/Motels must observe Hotel/Motel regulations.
  • All monies paid to the Festival are non-refundable.
  • All groups, organizations, individuals and guests that fail to observe the policies stated above will be disqualified from all Festival events and forfeit all monies paid to the FTC Festival. Under certain circumstances, as determined by the Board of Directors of FTC, groups, organizations, individuals and guests may be disqualified from future Festivals.

The Board of Directors of the Florida Theatre Conference has enacted these policies to help ensure that the Festival continues to provide you and your organization a quality theatre experience. If you have any questions please do not hesitate to contact the Board at www.flatheatre.org.

These policies and procedures must appear in all materials sent to participants, the festival newsletter and the Festival program.